SAMPLE AGENCY POLICY
_____________________
(AGENCY NAME)
CRITERIA FOR APPROVAL OF PAYMENTS FOR TUITION
AND OTHER EDUCATIONAL EXPENSES
Approval of payment for tuition and other educational expenses is based on
the assumption that such training is of value to the state agency. That person's
attendance is expected to widen their skills and knowledge base, resulting in
more effective and efficient operation in the current position. The following
procedures and limitations shall apply to such payments:
Training leave is defined as leave granted to an employee for attendance at
short-term courses, seminars and institutes.
I. Criteria and Selection of Employees
- The training content must be related to the job function of the employee
and improve his/her skills.
- The training offered shall be evaluated to determine whether the content
duplicates that which the employee has had or which is scheduled by the (appropriate
agency) staff development section.
- Attendance shall be recommended by the employee's immediate supervisor for approval by
the appointing authority. Application shall be made in written form. The supervisor should
take into consideration the following factors:
- Performance rating - the current rating must be satisfactory or better,
and work should be current.
- Length of service - Employees must have permanent status. Exceptions
may be granted with the recommendation of the supervisor and approval
of the appointing authority.
- Employee's potential for growth.
- Long-term plans of the employee.
- Employee's attitude toward the agency.
- Job coverage of position during absence.
- Selection should meet criteria of affirmative action program.
- Continued enrollment in the training program is based on written request
and verification that the person has a minimum of a "B" average
in courses completed.
- Courses must be taken for credit. No auditing of course is acceptable.
II. Tuition (and textbooks) only is paid.
III. Leave from agency is limited to three hours weekly.
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Types of Programs: The payment of agency funds for costs of
educational programs shall be differentiated by type of program as specified
below:
| Program |
Comments |
| In-house training program |
Where the educational program is to be conducted on the basis of an
in-house course established by the Certified Public Manager's (CP) Program
or by or under the auspices of agency officers and employees, the full
costs of such courses will be borne directly by agency appropriations
available therefor, or by contracted allocation of such costs by supporting
agencies and paid by agency voucher to the vendor. |
| Outside training program |
Where the education program authorized the enrollment of specific employees
in generally accepted and recognized courses offered to the public, reimbursement
should be made to the provider for the cost of tuition required for the
course. |
Costs Authorized: Reimbursement of the following costs incurred
by employees in pursuing required or voluntary in-service training courses are
authorized to be paid by state agencies:
| Program |
Cost |
| Regular in-service training
|
The full cost arising in and out of attendance at regular in-service
training courses including the following items may be paid by the state
agency:
- Compensation (payroll earnings) for time in commuting to or from
classes and in attendance at classes (generally considered time worked
under FLSA);
- Travel cost in commuting to and from classes and/or on field trips
as provided in the state travel reimbursement statutes and regulations;
- Tuition and other usual or customary fees charged by the educational
agency; and
- Textbooks, laboratory fees, incidental supplies, equipment and material.
|
| Voluntary in-service training |
Reimbursement for the following actual costs arising in and out of
attendance at voluntary in-service training courses may be paid to the
supplying vendor upon presentment of a billing to the state agency:
- Tuition and other usual and customary incidental fees charged by
the educational agency for enrollment in the approved courses; and
- Textbooks and special charges for laboratory fees, special equipment
and workbook or course material required for participation in the particular
approved courses.
|
| Note: |
Time in attendance in voluntary in-service training may be considered
time worked under FLSA for non-exempt employees. |
Agency Responsibility: The agency head will review all applications
and claims for reimbursement on the basis of terms and conditions established
herein.
Recovery of Costs: Any state employee who participates in
training courses and whose tuition costs are paid by the agency and who withdraws
from one or more courses for which the state agency has paid tuition, shall
return to the state agency any monies returned to him/her by the supplying vendor
to which the tuition costs were paid.
Copies of reports of training programs will be filed with the Director of Accounts
and Reports and the Director of the Kansas Certified Public Manager (CPM) Program.
